'Send by email' in transactions

• Send print forms by email
• Publish print forms via link
• Bundle sending
• Email sending access rights
• Reply-to email address
• Prevent emails from getting into spam

Send print forms by email

You can send documents related to the transactions (invoices, contract, etc.) to your counterparties by email right in the Kladana workspace. Customize existing print templates or add your own templates to Kladana.

The procedure is the same for any print forms. Consider the example of Sales Invoice sending.

1. In the Kladana workspace, select Sales → Sales Invoices.
2. Select the invoice in the list of your Sales Invoices.
3. Click Send and select the print form in the drop-down menu.
4. Enter the counterparty email address.
5. Edit the Subject and the Email message text, if necessary.
   The {link} and {attachment} expressions should not be edited or deleted from the body of an email message. They are required to insert a link or a file into the email.
6. Choose how to send the invoice — as a download link or as an attachment. If you prefer to attach the form, select the file format — Excel or PDF.
7. Click Send email.

Publish print forms via link

You can also send a link to a print form without sending an email.

1. In the Kladana workspace, select the transaction to send.
2. Click Send and select the print form in the drop-down menu.
3. Enter the counterparty email address. Edit the Subject and the Email message text, if necessary.
4. Select Send as a download link. Click Show Link.
5. Click Copy.
6. Click Close.
   
7. Paste the link into a message or another email.

The link gives access to the latest version of the print form, even if you edit it after sending the link.

The number of sent print forms is displayed on the Send button. The print forms are marked as Sent.

To delete the published link, go to the email sending window, and click Delete near the link.

Bundle sending

You can send a set of print forms related to the same sale at a time.

1. In the Kladana workspace, open the transaction card.
2. Click Send and select Bundle Sending in the drop-down menu.
3. Select the print forms to send using checkboxes.
4. Specify the number of copies for every selected print form.
5. Click Next.
   
6. Follow the instructions from step 4.

Email sending access rights

Employees (except administrators) can send print forms if they are allowed to send those forms. The following permissions are neccessary:

• Email sending access — employees can send emails and links to print forms.
• Access to print forms of a certain type — employees can print and send forms if they have an access to the forms of that type.

Reply-to email address

Reply-to email address is the email sender address. It is substituted to the appropriate field in email messages sent with Kladana. Reply-to email address by default is no-reply@x.moysklad.ru. You can set another reply-to email address — your company email address or a contact person email address.

1. In the Kladana workspace, click on the user icon and select Settings → Account Settings.
2. Select the Reply-to email address:
   • Email of employee who sent the transaction. The email should be specified in User Settings.
   • Company email address. Enter the email address into the empty field.

Prevent emails from getting into spam

If your emails sent with Kladana do not reach the recipients or are categorized as spam, check your domain email settings. For instance, if you specified the message sender email address user@yourdomain.ru, send this instruction to the yourdomain.ru DNS domain administrator.

To prevent your emails from getting into spam, set the SPF record — the list of servers sending emails from your domain. SPF records are edited on the hosting provider website. Go to the control panel and open the DNS zone editing section. Then add the following TXT record:

• If your DNS zone contains an SPF record, before the final rule ~all or -all specify: include:spf.moysklad.ru
• If your DNS zone does not contain any SPF record, specify:
  yourdomain.ru. TXT «v=spf1 a mx include:spf.moysklad.ru ~all»

For more details, please contact your domain administrator.

See also

Manage print templates

Manage user access